Job Purpose
The purpose of this job is to effectively manage the administration function for the Corporate, back office & sales office. The role ensures that employee services such as maintenance, security, facilities, and premises across 3 locations are provided efficiently and effectively. It also oversees the Mediclaim, Audio conferencing, Access Card, Contractual Resource supply and management, Vehicle Management and Travel processes across India to ensure general administrative services are met as per the defined norms.
Job Context & Major Challenges
Job Context/Job Challenges: ABCL is a diversified Core investment Company (CIC) with wide spectrum of businesses which include NBFC, Housing Finance, Life Insurance, AMC, Health Insurance, Securities & Stock Broking, Insurance Broking, PE, ARC and online platform for personal finance. Given the diversity of businesses, structure and number of entities in the fold of ABCL, the corporate financial reporting is a complex Job.
The purpose of this job is to effectively manage the administration function for the Corporate, back office & sales office. The role ensures that employee services such as maintenance, security, facilities, and premises across 3 locations are provided efficiently and effectively. It also oversees the Mediclaim, Audio conferencing, Access Card, Contractual Resource supply and management, Vehicle Management and Travel processes across India to ensure general administrative services are met as per the defined norms. Job Challenges: Managing the emergency situation / break downs and restoring the administration services without having any adverse impact on business. Timely implementation of statutory changes / notification with regards to contractual labour requirements and avoid reputation loss of company. Sudden changes in mail room volumes due to business fluctuations and ensure all the documents were connected to avoid any regulatory / customer complaints. Establishing strong relationship with government authorities to seek immediate support in case of any emergencies / issues ( like fire officer / police / labour commissioner ) With zero escalation of cost to maintain the required service level and getting quality manpower under temporary requirements.
Major Challenges:
To comply with frequent changes in state and municipal statutory provisions and incorporate them in the processes and adhere to it to provide uninterested canteen and facility management of the premise.
Managing the timelines prescribed by the internal and external stakeholders for ensuring that all the assets and equipment’s are covered with appropriate annual maintenance contract
Receiving timely approvals from various authorities to conduct regular physical evacuation exercise for employees to make them aware of the emergency exit process
Key Result Areas
KRA (Accountabilities) (Max 1325 Characters)
Supporting Actions (Max 1325 Characters)
KRA1
Manage & control Capex and Opex
1. Manage cost within the budget with-out compromising on the quality and service standards
2. Prepare & submit comprehensive budget estimates & reports for Revenue & capital expenditures
3. Identify and ensure implementation of initiatives to optimize cost.
4. Analyze spends and highlight saving opportunities to control expenses.
KRA2
Ensure effective property management of corporate, back and sales offices
1. Ensure the property is up and running by appointing right vendors to manage the facilities by signing SLA as per organization requirement.
2. Ensure timely appointment of contractors / facilities services providers to support the business needs such as housekeeping, security, courier, pantry, transportation & stationery etc.
3. Evaluate their performance as per procurement policy of the company and recommend change wherever their delivery is not as per desired standards.
4. Ensure canteen and other facilities are up & running and all vendors have required licenses and certification as per statutory requirements.
5. Ensure all equipments have appropriate AMC to ensure continuity of service. 6. Ensure effective transportation for timely employee service, and adherence by transporter to all required
internal and external guidelines.
KRA3
Drive an effective Mediclaim Management process
1. Ensure timely procurement of policy to have continuity of employee coverage as per processes defined by ABFSG and ABG.
2. streamline the on line nomination enrollment process for dependents by employees
3. Ensure claims are settled within the agreed TATs
KRA4
Ensure effective Contractual Employees Management
1. Put in places systems and process to ensure empanelment of appropriate outsourced manpower supplier in line with the organization s requirements.
2. Ensure timely supply of manpower as per functional requirements / plan .
3. Ensure that statutory dues are paid and settled by the vendor within time frame given by the related authorities
4. Ensure outsource joining and exits are managed in compliance with labour law via vendor so that organization need not suffer with any legal litigation.
KRA5
Drive an effective Travel Management process through the group travel portal
1. Ensure all BSLI travel requests are booked via ABG travel portal to avail volume discounts
2. Ensure to continuously introduce new vendors in the portal with better commercial and service level.
3. Prepare and submit functional dash board on the travel spends and highlight the mis-saving to minimize the same.
4. Ensure vendors service level is strictly monitored as per the SLA signed and remove / penalize the vendors who are not delivering as per agreed SLA.
5. Analyze and propose to outsource the billing process.
KRA6
Ensure effective Vehicle Procurement & management
1. Maintain currently procured vehicle in terms of their insurances, transfer to employees name on exit or completion of policy tenure and also assist in getting their accidents & claims management.
2. 2. Drive tie-ups with manufacturer and dealer for better pricing
3. 3. Ensure timely procurement of vehicle for new joinees as per company policy
KRA7
Formulate admin processes, policies and SOP s, and drive implementation of the same
1. Review existing & develop new policies and processes for the various administration activities and services
2. Ensure strict adherence to the defined processes & policies and ensure zero deviation of the same.
KRA8
Team Management
1. Optimize Employee Talent and Expertise.
2. Ensure adequate Training, Development opportunities and Career pathing is established for the team.
3. Motivate the team and maintain employee satisfaction at optimal levels.
